Student Safety & Discipline Report (SSDR)
Validation Rules: Error List
— Version 5.1
May 15, 2015
Table of Contents
SSDR File Upload Errors (Data Format Errors) ................................................................. 3
SSDR Incident Basic Validations ....................................................................................... 4
SSDR Discipline Basic Validations .................................................................................... 5
SSDR Incident Dependency Validations ............................................................................ 7
SSDR Discipline Dependency Validations ....................................................................... 10
SSDR District File Validations ......................................................................................... 13
Massachusetts Department of Elementary and Secondary Education
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SSDR File Upload Errors (Data Format Errors)
When a district uploads data that contain any of the following errors, the data will not be moved to
the staging table.
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SSDR Incident Basic Validations
SSDR2005 - Incident date must be between begin date and today/end date
The date of an incident may not be before the beginning of the fiscal year (July 1 to June 30) or
after today’s date or after the end of the fiscal year.
SSDR2010 - Invalid School Code
The school code entered is not one recognized by ESE.
SSDR2015 - Offense Indicator must be set to "Y"
This element must always be set to “Y”
SSDR2020 - Invalid Discipline Code entered
The discipline code must be set to “Y” or “N”
SSDR2025 - Offense Code 1 invalid
The first offense code must be one of the allowed values listed in Table 1 (see appendix)
SSDR2030 - At least one offense code must be entered
An incident must report at least one offense reported.
SSDR2035 - Offense Code2 invalid
The second offense code must be one of the allowed values listed in Table 1 (see appendix)
SSDR2040 - Offense Code3 invalid
The third offense code must be one of the allowed values listed in Table 1 (see appendix)
SSDR2045 - Offense Code4 invalid
The fourth offense code must be one of the allowed values listed in Table 1 (see appendix)
SSDR2050 - Offense Code5 invalid
The fifth offense code must be one of the allowed values listed in Table 1 (see appendix)
SSDR2055 - At least one offender must be reported
At least one offender must be reported.
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SSDR Discipline Basic Validations
SSDR2505 - All SIMS fields must be completed
The SASID, First and Last name of each student offender must be filled in. Do not report
discipline of non - student offenders.
SSDR2510 - Start Date Disciplined/Days missed field must be filled in
The start date of the discipline and the number of days missed must be completed.
SSDR2515 - Program Status and Disciplinary Action must be completed
A non - blank value must be submitted for program status and disciplinary action.
SSDR2520 - Alt Education indicator field must be Y or N
The Educational Services indicator field must be either “N” or “Y”.
SSDR2525 - Invalid Disciplinary Action Taken code (DAT) entered
The disciplinary action taken code must be one of those found in Table 3 (see appendix)
SSDR2530 - SASID not found in student directory
The SASIID reported must be active and found in the list of active SASIDs maintained by ESE.
SSDR2535 - SASID not enrolled for this organization
Only report disciplines for students enrolled in your school. Enrollment is determined by who is
reported in your most recent SIMS submission.
SSDR2540 - Invalid Bodily Injury Flag
Valid values for the Bodily Injury Flag are “Y”, “N” and blank.
SSDR2545 - Date returned must be on or after the date started and on or before the
end of year.
The date returned may not be before the beginning of the fiscal year (July 1 to June 30) or after
the end of the fiscal year.
SSDR2550 - Date eligible to return must be on or after the date started and on and
before the end of year.
The date eligible to return may not be before the date started or after the end of the fiscal year.
For offenders who are only eligible to return in the next fiscal year, enter 09/01 of that year.
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SSDR2560 - Discipline start date must be between the beginning and end of the
year.
The start date of a discipline may not be before the beginning of the fiscal year (July 1 to June 30)
or after the end of the fiscal year.
SSDR2565 - The Program Status Code is invalid
Only those values found in table 2 (see appendix) are valid for the Program Status Code
SSDR2570 - Extra suspension days (ERDX) must not be negative
Extra suspension days must not be negative
SSDR2575 - Extra suspension days (ERDX) must be a number
Extra Suspension Days must be numeric.
SSDR2580 - The superintendant appeal code (APPEAL) must be either “Yes” or
“No”
The superintendant appeal code must be either “Yes” or “No”
SSDR2585 - DOB does not match directory
The date of birth reported must match the one in the student directory.
SSDR2590 - LN: Last Name does not match directory
The last name reported must match the one in the student directory.
SSDR2595 - FN: First Name does not match directory
The first name reported must match the one in the student directory.
SSDR2600 - At least one offense code must be entered for a discipline
It is not permitted to report a discipline with no offense attached to it.
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SSDR Incident Dependency Validations
SSDR6005 - Incident ID duplicated
An Incident number can only be listed once in the Incident file.
SSDR6010 - Multiple School Names not allowed for the same school code
School code and school name must match throughout the file.
SSDR6015 - Offense Code 1 is repeated
Cannot have the same offense code listed more than once
SSDR6020 - Offense Code 2 is repeated
Cannot have the same offense code listed more than once
SSDR6025 - Offense Code 3 is repeated
Cannot have the same offense code listed more than once
SSDR6030 - Offense Code 4 is repeated
Cannot have the same offense code listed more than once
SSDR6035 - Offense Code 5 is repeated
Cannot have the same offense code listed more than once
SSDR6040 - Illegal Substances (with no violence offense) not allowed with Victim
Counts
Victims are not allowed for non - violent, drug offenses (offense #1)
SSDR6045 - Illegal Substances (with no violence offense) not allowed with Victim
Counts
Victims are not allowed for non - violent, drug offense (offense #2)
SSDR6050 - Illegal Substances (with no violence offense) not allowed with Victim
Counts
Victims not allowed for non - violent, drug offense (offense #3)
SSDR6055 - Illegal Substances (with no violence offense) not allowed with Victim
Counts
Victims not allowed for non - violent, drug offense (offense #4)
SSDR6060 - Illegal Substances (with no violence offense) not allowed with Victim
Counts
Victims not allowed for non - violent, drug offense (offense #5)
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SSDR6065 - If 1f or 1g are chosen for offense 1, a description must be entered
Offense 1f and 1g require a description to be entered.
SSDR6070 - If 1f or 1g are chosen for offense 2, a description must be entered
Offense 1f and 1g require a description to be entered.
SSDR6075 - If 1f or 1g are chosen for offense 3, a description must be entered
Offense 1f and 1g require a description to be entered.
SSDR6080 - If 1f or 1g are chosen for offense 4, a description must be entered
Offense 1f and 1g require a description to be entered.
SSDR6085 - If 1f or 1g are chosen for offense 5, a description must be entered
Offense 1f and 1g require a description to be entered.
SSDR6090 - Physical Fight requires at least 2 offenders
A physical fight consists of at least 2 offenders.
SSDR6095 - Victims cannot be reported for physical fight
A Physical Fight cannot be reported with victims.
SSDR6100 - Offense codes 3 through 9 and 12 - 13, 17 must have at least one victim
The offense codes listed must have victims by definition.
SSDR6105 - Offense codes 3 through 6, 8 through 9,12 - 13,17 must have at least one
victim
The offense codes listed must have victims by definition.
SSDR6110 - Victims not allowed for Felony
Victims are not allowed for a Felony in the SSDR.
SSDR6115 - If Optional Description Code selected for Offense 1, a description is
required
A description is required for offenses 1f, 1g, 14b4, 14d, 15 and 16.
SSDR6120 - If Optional Description Code selected for Offense 2, a description is
required
A description is required for offenses 1f, 1g, 14b4, 14d, 15 and 16.
SSDR6125 - If Optional Description Code selected for Offense 3, a description is
required
A description is required for offenses 1f, 1g, 14b4, 14d, 15 and 16.
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SSDR6130 - If Optional Description Code selected for Offense 4, a description is
required
A description is required for offenses 1f, 1g, 14b4, 14d, 15 and 16.
SSDR6135 - If Optional Description Code selected for Offense 5, a description is
required
A description is required for offenses 1f, 1g, 14b4, 14d, 15 and 16.
SSDR6165 - Offense Code(s) could involve physical injury, flag must be Y or N
The physical injury flag must be reported when Offense codes 2, 4, 6, 9, 12, 15, 16 and 17 are
reported.
SSDR6170 - Offense Code(s) do not involve physical injury, flag must be set to X
For Offense codes 1, 1a - 1i, 3, 5, 7, 8, 10, 11, 13, 14 and 18 the Physical Injury flag does not
apply and must be reported as “X”.
SSDR6175 - No Incidents entered for this school:
No Incidents were reported for this school and the “no incidents” flag is not set.
SSDR6180 - Incidents entered for this school, when school set to have no Incidents
Incidents were reported for this school and the “no incidents” flag is set.
Massachusetts Department of Elementary and Secondary Education
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SSDR Discipline Dependency Validations
SSDR6505 - Disciplined students, who are not expelled, must report a return date.
If a student’s discipline is not expulsion, then please complete either the Return Date or Date Eligible to
return.
SSDR6510 - Disciplinary action cannot be 4 or 5 for general education students
The discipline action taken codes of 4 and 5 are reserved for students with disabilities.
SSDR6515 - Days missed cannot be 0.
Days missed must be between 1-200 days
SSDR6520 - Both Return/Eligible Dates must be empty when student is expelled
A student who is disciplined by expulsion should not have a return or eligible to return date
SSDR6525 - Offense 2 is repeated
A student should not have the same offense listed twice in the discipline record.
SSDR6530 - Offense 3 is repeated
A student should not have the same offense listed twice in the discipline record.
SSDR6535 - Offense 4 is repeated
A student should not have the same offense listed twice in the discipline record.
SSDR6540 - Offense 5 is repeated
A student should not have the same offense listed twice in the discipline record.
SSDR6545 - Educational Services code (AE) is required when Education Services
Indicator (AEINC) equals Y
If Educational Services code is Y, then the type of Educational Services must be provided
SSDR6550 - Educational Services Not Provided code (NAE) must be empty when
Education Services Indicator (AEINC) equals Y
If Educational Services code is N, then Educational Services Provided must be blank.
SSDR6555 - Educational Services Provided code (AE) must be empty when
Education Services Indicator (AEINC) equals N
If no Educational Services are provided, then the Educational Services code must be blank.
SSDR6560 - Educational Services Not Provided code (NAE) must be provided when
Education Services Indicator (AEINC) equals N
No Educational Services are provided, then the no Educational Services code must be provided.
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SSDR6565 - Student SASIDs duplicated for Incident
A student SASID cannot be entered twice for same Incident.
SSDR6575 - Start Date must be after Incident Date
The start of a discipline cannot be before the actual offense date.
SSDR6580 - Date Returned must be after Start Date
The return date of a discipline cannot be before the start date of the discipline.
SSDR6585 - Start Date and Date Returned inconsistent with number of days missed
The dates entered for start and return date don't match up with number of days missed.
SSDR6590 - Date Eligible and Date Returned cannot both be completed
Either Date Eligible or Date Returned may be reported, not both.
SSDR6595 - Date Returned must be less than or equal to today (otherwise must use
Date Eligible)
Return date must be prior to today's date, otherwise use Date Eligible
SSDR6600 - Date Eligible cannot be before Start Date
The date eligible to return to school cannot be before the start date of the discipline.
SSDR6605 - Start Date and Date Returned cannot be the same (otherwise must use
Date Eligible)
The start and return date of a discipline cannot use the same date.
SSDR6610 - Incident date must be between begin date and today/end date
The Incident date must be fall between the start and end of the fiscal year (07/01 – 06/30)
SSDR6615 - Start Date and Date Eligible inconsistent with number of days missed
The number of days missed can't be greater than the period of time calculated between the start
date and date eligible to return
SSDR6620 - If the disciplinary action (DAT) is not an emergency removal then extra
suspension days (ERDX) must be zero
Extra suspension days may not be reported for emergency removals.
SSDR6625 - Extra suspension days (ERDX) must not exceed number of school days
missed (DM)
Extra suspension days must not exceed number of school days missed.
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SSDR6630 - If school days missed (DM) are 10 or less then the superintendant
appeal code (APPEAL ) must be “No”
If school days missed are 10 or less, then the superintendant appeal code must be “No”
SSDR6635 - If the Education Services provided Code (AE) is 2, 3 or 8 or the
Education Services not provided Code is 7 then an other specification (AEX) must
be provided.
Education Services provided Codes 2, 3 & 8 and Education Services not provided Code 7
require additional information to be provided.
SSDR6640 - if the Education Services provided Code (AE) is neither 2, 3 nor 8 and
the Education Services not provided Code is not 7 then an other specification (AEX)
must be blank.
Additional information should not be provided when not require.
SSDR6650 - Bodily Injury Flag must be completed for students with disabilities
The Bodily Injury question must be answered for students with disabilities.
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SSDR District File Validations
SSDR7005 - A reported discipline, must have a corresponding reported incident
and the incident date must match
A discipline must have a corresponding incident and the incident date must match.
SSDR7010 - Discipline record found, but not joined to any incident data
A discipline must have a corresponding incident.
SSDR7020 - Discipline was indicated (DISC IND = Y), but no disciplines were
reported for this incident
A discipline was indicated in the incident report but no student was reported being disciplined.
SSDR7025 - No disciplines were indicated (DISC IND = N), but disciplines were
reported for this incident
The incident did not result in a disciplinary action but students are reported being disciplined.
SSDR7040 - There are more offending student SASIDs than are counted in
Offending student count
There are more SASIDS listed reported being disciplined than were reported in the incident report.
SSDR7045 - Type of Offense ID 1 (SOT1) must be one of the offenses listed on the
Incident Report (OT1 - OT5)
The offense for which a student is being disciplined must be one of those listed in the corresponding
incident report.
SSDR7050 - Type of Offense ID 2 (SOT2) must be one of the offenses listed on the
Incident Report (OT1 - OT5)
The offense for which a student is being disciplined must be one of those listed in the corresponding
incident report.
SSDR7055 - Type of Offense ID 3 (SOT3) must be one of the offenses listed on the
Incident Report (OT1 - OT5)
The offense for which a student is being disciplined must be one of those listed in the corresponding
incident report.
SSDR7060 - Type of Offense ID 4 (SOT4) must be one of the offenses listed on the
Incident Report (OT1 - OT5)
The offense for which a student is being disciplined must be one of those listed in the corresponding
incident report.
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SSDR7065 - Type of Offense ID 5 (SOT5) must be one of the offenses listed on the
Incident Report (OT1 - OT5)
The offense for which a student is being disciplined must be one of those listed in the corresponding
incident report.
SSDR7070 - Missing Discipline data, please check Incident/Discipline counts
comparison report
ESE expects that at least 85% of all students who have committed offenses reportable on the
SSDR will be suspended or expelled.
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Appendix
TABLE1
Offense Type
Codes
1a
1b
1c
1d
1e
1f
1g
1h
1i
2
3
4
5
6
7
8
9
10
11
12
13
14a
14b1
14b2
14b3
14b4
14c
14d
15
16
17
18
500
Offense
Tobacco use (cigarettes, cigars, pipes or smokeless tobacco)
Alcohol possession
Alcohol use
Marijuana possession
Marijuana use
Possession of other illegal substances
Illegal use of other substances
Sale of illegal drugs
Possession of illegal drugs with intent to sell
Physical fight
Threat of physical attack
Physical attack, assault (non - sexual)
Sexual Harassment
Sexual assault (including rape)
Theft (school, staff or student property)
Threat of robbery
Robbery using force
Vandalism/Destruction of Property
Destruction of school property due to arson
Kidnapping
Homicide
Knife (cutting weapon)
Handgun
Rifle
Shotgun
Other Fire Arm
Explosive or incendiary device
Other Weapon
Other violence, drug or criminal incident
Felony Conviction Outside of School
Bullying
Non - Drug, Non - Violent or Non - Criminal Related Offense
Does not apply.
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Appendix
TABLE 2
Program
Status
Codes 1
2
Program Status
General Education
Students with Disabilities - student has an Individualized Educational Plan
TABLE 3
Disciplinary
Action
Taken
Codes
1
2
3
4
5
6
Disciplinary Action
In - school suspension (1 day – either partial or full - or more)
Out - of - school suspension (1 day – either partial or full - or more)
Expulsion
Removed by an impartial hearing officer to an alternative setting (only valid if
Program Status = 2. SWD)
Removed by school personnel to an alternative setting (only valid if Program
Status = 2. SWD)
Emergency Removal (not more than 3 days, inclusive of the day or removal)
TABLE 4
Ed Serv
Codes Column O
1
2
3
3-5
6
7
8
AE_DESC
Home Tutoring
In - district education services
(specify)
Out - of - district education services
(specify)
Discontinued
Distance learning
Saturday School
Other (specify)
TABLE 5
No Ed Serv
Codes Column P
1
2-4
5
6
7
NAE_DESC
Moved / transferred
Discontinued
Refused services
Did not respond to the offer of
services
Other (explain)
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Revision History
Version
5.2
5.2
5.1
Date
Posted
Date of
Change
6/4/15
5/15/15
Description
Updated 6630 to correct description
Added 2585, 2590, 2595 & 2600
Removed SSDR6140-SSDR6160 allowing
extended offense descriptions for offenses not
requiring it.
First Draft
SSDR Validation Rules: Error List